Administrative and Accounts Payable Specialist

North Coast Builders Exchange

Santa Rosa (CA)

On-site

USD 64,658 - 78,600

Full time

14 days+

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Job summary

A local construction association in Santa Rosa is looking for an Administrative and Accounts Payable Specialist to maintain financial records and provide administrative support. The ideal candidate should have experience with QuickBooks and strong organizational skills, ensuring efficient operations in a professional office environment. This role requires a high school diploma and offers a full-time position.

Qualifications

2+ years of bookkeeping/accounting experience required.
Knowledge of GAAP and daily accounting procedures is essential.
Strong data entry skills and attention to detail.

Responsibilities

Maintain accounts payable and credit card transactions in QuickBooks.
Provide administrative support to board and committee members.
Manage scheduling and facility operations.

Skills

Bookkeeping

Accounting principles

QuickBooks

Microsoft Office

Organizational skills

Communication skills

Education

High school diploma or equivalent

Tools

QuickBooks

Microsoft Office (Outlook, Word, Excel)

Job description

Administrative and Accounts Payable Specialist

3 days ago Be among the first 25 applicants

The Administrative and Accounts Payable Specialist ensures accurate financial records, supports board and committee activities, and manages facility operations.

Essential Duties and Responsibilities:

Finance

Maintain accounts payable and credit card transactions/records in QuickBooks
Reconcile auto ACH payments and credit card transactions
Create weekly A/P reports and pay bills weekly.
Ensure credit card and accounts payable transactions are posted at month-end.
Give list of month-end accruals to CFO for any missing monthly transactions.

Administrative

Answer, screen and forward calls, or provide information to callers.
Provide assistance and support to the NCBE Board, advisory and standing committees, members, and business partners.
Schedule and confirm appointments.
Maintain files and documentation.
Assist with all NCBE Events throughout the year such as Crab Feed, Golf Tournament, Annual Appreciation BBQ, or when needed.
Prepare legal listings for weekly Building News.

Facilities

Schedule and confirm NCBE room rentals.
Set-up Training Center, Board Room, and other conference rooms for seminars, workshops, and special meetings.
Conduct and/or coordinate building and equipment management and repair duties.

Other duties as assigned

Qualifications

The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Education and/or Experience

High school diploma or equivalent required
2+ years bookkeeping/accounting experience
Knowledge of GAAP and general use of the principles of daily accounting procedures
Knowledge of administrative and office procedures and systems
Proficient in QuickBooks with 2+ years of experience using the software
Proficient in Microsoft Office (Outlook, Word, Excel)
Strong and accurate data entry skills
Proficient in 10-key
Ability to calculate figures and amounts such as discounts, interest, commissions, percentages
Able to answer accounting and financial questions by researching and interpreting data
Strong organizational and time management skills and ability to prioritize
Professional telephone skills including active listening skills
Ability to communicate effectively verbally and in writing
Ability to interact with members, team members, board and committee members, and vendors in a professional manner
Detail oriented
Ability to build and maintain positive relationships
Ability to multi-task between duties effectively
Reliable, responsible, and dependable in fulfilling obligations

Physical Requirements

The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Constantly required to sit; constantly required to use hands to finger, handle, or keyboard; occasionally required to reach with hands and arms; occasionally required to stand and walk. Seldom lift up to 20 pounds.

The work environment is one generally found in a temperature-controlled professional office setting.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Duties, responsibilities, and activities may change at any time with or without notice.

Application Instructions

To apply, please submit a cover letter and resume via email to Nicollette Weinzveg, Chief Program Officer, nicollette@ncbeonline.com by Friday, September 5, 2025.

Seniority level